About Us
Eminence is a long-established, family-owned industrial and marine supply company based in Richmond, BC. Our origins date back to 1919, and we are involved in manufacturing, distribution, marine supply, real estate, and related operations.
We are looking for a highly organized, tech-savvy, and proactive Administrative & Operations Coordinator / Executive Assistant to support our sales, logistics, management, and office operations.
This is a hands-on role for someone who enjoys organizing information, helping projects move forward, communicating clearly, and making a busy business run more smoothly.
Position Summary
We are looking for someone who can become a trusted support person to management and the sales/project team.
The right candidate is detail-oriented, resourceful, professional, and able to manage many moving pieces at once. You should be comfortable working independently, following up without being reminded, learning new systems quickly, and handling both administrative and operational tasks.
This is not a basic receptionist role. The ideal person will help with quotes, orders, customer communication, logistics coordination, document organization, invoice support, internal systems, office coordination, research, and follow-up.
You should be the type of person who makes life easier for the people around you.
Key Responsibilities
Quote & Order Processing
- Draft, update, and manage customer quotes and sales orders in ERP system
- Create and update product codes, descriptions, pricing, and item details
- Convert quotes to orders and assist with order administration
- Review quote details carefully for accuracy, formatting, pricing, quantities, and descriptions
- Track open quotes, customer requests, and follow-up items
Customer & Supplier Correspondence
- Send quotes, order confirmations, and follow-up emails to customers
- Communicate professionally with customers, suppliers, freight companies, and internal team members
- Copy relevant team members and keep communication organized
- Help ensure customer and vendor requests are answered in a timely and professional manner
Invoice & Document Processing
- Review, edit, and process invoices and supporting documents
- Assist with redacting, adjusting, or organizing invoice details as directed
- Prepare, format, organize, and maintain business documents, PDFs, spreadsheets, reports, correspondence, and records
- Assist with document control, digital filing, certificates, specifications, contracts, and project records
Logistics Coordination
- Assist with shipment coordination, including weights, dimensions, delivery addresses, and freight details
- Confirm delivery requirements such as forklift availability, offloading needs, contact names, and site instructions
- Help coordinate with freight companies, suppliers, customers, and internal staff to keep shipments moving
Office, Property & Facilities Support
- Assist with general office administration and day-to-day operational support
- Maintain tenant and property records where required
- Update property maps, records, and internal files
- Coordinate with internal stakeholders on lease, space, equipment, facilities, and office matters
- Assist with IT and equipment setup, including phones, devices, software access, and onboarding support
Communication & Systems Management
- Set up and manage Slack channels for customer, project, and internal communication
- Add team members to appropriate channels and help keep communication organized
- Assist with internal processes, task tracking, and administrative workflow improvements
- Support use of tools such as Odoo, Google Workspace, Microsoft Office, Slack, RingCentral, and other business systems
Research, AI Tools & Special Projects
- Conduct research using online resources and AI tools such as ChatGPT, Claude, Gemini, and similar platforms
- Summarize findings clearly for management
- Assist with preparing short written summaries, comparisons, research notes, or background information
- Help with special projects, presentations, internal reports, and business support tasks as needed
What We Are Looking For
- Minimum 5 years of administrative, operations, executive assistant, office management, project coordination, or similar experience
- Strong attention to detail — accuracy in pricing, product codes, descriptions, documents, and communication is essential
- Excellent written and verbal communication skills
- Strong organization, follow-up, and time-management skills
- Comfortable juggling multiple customer files, tasks, and priorities at the same time
- Confident with spreadsheets and business documents
- Proficient with Google Workspace, including Gmail, Google Sheets, Google Docs, and Google Drive
- Proficient with Microsoft Office, especially Excel, Word, and Outlook
- Comfortable learning new software and digital tools quickly
- Professional, discreet, and able to handle confidential information appropriately
- Able to work independently, take initiative, and solve problems without constant direction
- Positive, calm, flexible, and able to adapt when priorities change
Strong Assets
- Experience with Odoo
- Experience with RingCentral
- Experience with Slack
- Experience with AI tools such as ChatGPT, Claude, Gemini, or similar platforms
- Previous Executive Assistant experience
- Experience in industrial supply, distribution, logistics, marine, construction, manufacturing, real estate, or a project-based business
- Experience with purchase orders, freight coordination, customer quotes, supplier follow-up, or document control
Ideal Candidate
The ideal candidate is someone who naturally notices what needs to be done and takes ownership of it. You are organized, reliable, and detail-oriented. You can support a busy manager without needing every step explained. You know how to follow up, keep information organized, and make sure important items do not fall through the cracks.
You should enjoy being the person who keeps things moving behind the scenes.
Pay: $55,000.00-$70,000.00 per year
Benefits:
- Casual dress
- Dental care
- On-site parking
- Vision care
Work Location: In person
